Foundation Services Coordinator

Alabama A&M University; Normal (AL); On-site; USD 45,000 - 65,000; Full time

Job summary

Alabama A&M University Foundation is seeking a Foundation Services Coordinator to provide operational and administrative support for endowed and current-use scholarship programs. You will coordinate applications, maintain fund and recipient records, monitor balances, and assist with reporting and donor stewardship.

You will collaborate with Foundation leadership, Financial Aid, Accounting, Advancement, Stewardship, and academic departments to ensure scholarships are administered accurately,

Qualifications

• Bachelor's degree from an accredited university.
• 2–4 years of relevant experience in foundation or nonprofit administration.
• Experience maintaining databases and tracking systems.
• Proficiency with Microsoft Office, especially Excel.

Responsibilities

• Coordinate scholarship application and award processes.
• Maintain donor, fund, and recipient records.
• Monitor fund balances and utilization.
• Support reporting, stewardship, and donor communications.
• Serve as primary operational contact among university partners.

Skills

Strong organizational skills

Attention to detail

Multitasking

Communication skills

Database proficiency

Microsoft Excel

Education

Bachelor's degree from an accredited university

Tools

Microsoft Office Suite

Donor database software

Job description

The following statements are intended to describe the general nature and level of work that is to be performed in the identified position. The statements are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified as other duties may be assigned.

Summary:

The Foundation Services Coordinator provides operational and administrative support for the Foundation's endowed and current-use scholarship programs. The position coordinates scholarship application and award processes, maintains accurate fund and recipient records, monitors fund availability and utilization, supports the establishment and administration of scholarship funds, and assists with reporting and donor stewardship.

The coordinator works closely with Foundation leadership, Financial Aid, Foundation Accounting, Advancement, Stewardship, academic departments, and other University partners to ensure scholarships are administered accurately, efficiently, and in accordance with donor intent and Foundation policies.

Essential Duties and Responsibilities:

Scholarship Administration

• Coordinate the annual Foundation scholarship application and award process from application through award.
• Maintain accurate records of Foundation-administered endowed and current-use scholarships, including donor, purpose, eligibility criteria, funding, award history, and available balances.
• Review applications and verify eligibility in accordance with established scholarship criteria and Foundation policies.
• Coordinate with Financial Aid and Foundation Accounting to verify student eligibility, fund balances, and available scholarship funding.
• Maintain scholarship award trackers and monitor awards and fund utilization throughout the academic year.
• Identify unawarded or underutilized funds and coordinate appropriate follow-up.
• Maintain a calendar of scholarship application, award, reporting, and stewardship deadlines.

Endowment and Current-Use Fund Support

• Coordinate the administrative process for establishing new endowed and current-use scholarship funds.
• Maintain records of donor agreements, intent forms, fund criteria, contributions, and related documentation.
• Track pending and established endowments and monitor progress toward required funding levels.
• Coordinate the routing, execution, and filing of scholarship agreements and related documents.
• Work with Foundation Accounting to verify endowment balances, investment status, and spending availability.
• Ensure new and updated funds are accurately reflected in Foundation tracking systems and scholarship records.

Donor Intent, Records, and Compliance

• Maintain accurate and organized electronic and physical records for scholarship and endowment funds.
• Review donor agreements and scholarship criteria to ensure awards are consistent with documented requirements.
• Identify missing documentation, discrepancies, or potential compliance concerns and coordinate resolution.
• Maintain confidential donor, student, scholarship, and financial information in accordance with University and Foundation requirements.

Reporting and Stewardship Support

• Assist with quarterly, annual, audit, and other Foundation scholarship and endowment reporting.
• Coordinate with Foundation Accounting to obtain required financial and fund information.
• Prepare and maintain reports and trackers related to scholarship awards, fund balances, endowments, and fund utilization.
• Provide scholarship recipient and fund information to Stewardship staff for donor communications and impact reporting.
• Assist with collection of student biographies, thank-you correspondence, testimonials, and other stewardship materials.
• Support scholarship recognition and donor/student engagement activities.

Coordination and General Responsibilities

• Serve as a primary operational contact for scholarship-related matters among Foundation Services, Financial Aid, Accounting, Stewardship, academic departments, and other University partners.
• Maintain trackers for outstanding items and follow up with appropriate parties through resolution.
• Develop and maintain basic procedures, checklists, calendars, and workflows to support consistent scholarship administration.
• Provide responsive and professional service to donors, students, faculty, staff, and other Foundation constituents.
• Recommend process improvements that increase accuracy, efficiency, accountability and transparency.
• Maintain and update scholarship and endowment information on Foundation web pages in coordination with appropriate University departments
• Support Foundation projects and initiatives as assigned.
• Perform other duties as assigned, including attendance at and support of occasional evening and weekend events.

Minimum Position Requirements (including years of experience, certifications, licenses, etc.):

• Bachelor's degree from an accredited university.
• Two to four years of relevant experience in foundation administration, scholarship administration, advancement services, nonprofit administration, higher education, finance, program administration, or a related field.
• Experience maintaining databases, records, financial information, tracking systems, or other detail-oriented administrative processes.
• Proficiency with Microsoft Office Suite, including Excel.

Knowledge, Skills, and Abilities:

• Strong organizational skills and attention to detail.
• Ability to manage multiple deadlines, recurring processes, and detailed records.
• Strong Financial awareness and ability to accurately track funds, awards, balances, and related information.
• Ability to interpret and apply established policies, procedures, scholarship criteria, and donor requirements.
• Strong follow-through, problem-solving, and communication skills.
• Ability to work collaboratively with multiple departments and stakeholders while maintaining accountability for assigned processes.
• Ability to maintain confidentiality and exercise discretion with donor, student, and financial information.
• Familiarity with scholarship administration, endowments, donor stewardship, or nonprofit fund management preferred.